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Illinois Information Center

Provider Enrollment Form

Overview

Illinois has partnered with HHAeXchange to help Illinois providers become compliant with state and federal Electronic Visit Verification (EVV) requirements and ensure a simplified, user-friendly, and seamless experience.

The first step will be to fill out the Illinois – HHAeXchange Provider Enrollment Form, linked below, to identify yourself as an Illinois provider agency.

Illinois Waivers and Managed Care Organizations in Scope

Illinois Division of Developmental Disabilities (DDD)

Illinois Department on Aging (DOA)

Illinois Home Health (HH)

Aetna Better Health of Illinois

Aetna MMAI

Blue Cross Community Health Plan

CountyCare Health Plan

Meridian Health Plan

Molina Healthcare

Humana

Selecting an EVV solution that fits your provider agency

This enrollment form is designed to capture information about your agency in order for HHAeXchange to collect and report EVV data for all personal care services (PCS).

Your provider agency plays a vital role in the success of the state’s EVV program. Your agency has two options to ensure EVV compliance:

  • Option 1 – Agencies currently without an EVV Solution: You can choose to use free EVV tools from HHAeXchange for Personal Support Worker (PSW) services.
  • Option 2 – Agencies currently using another 3rd Party EVV Solution: You can continue using your existing EVV system or you can switch to the free HHAeXchange EVV solution. If you elect to continue utilizing your current 3rd Party EVV solution, your EVV visit data will be imported into HHAeXchange using Electronic Data Interchange (EDI). If you choose to stay with your current EVV provider please visit the EDI process tab for further instructions.

Electronic Visit Verification Solution for the Illinois Department on Aging

HFS has partnered with HHAeXchange to help Illinois providers become compliant with state and federal Electronic Visit Verification (EVV) requirements and ensure a simplified, user-friendly, and seamless experience.

The first step will be to fill out the Provider Enrollment Form, linked below, to identify yourself as an Illinois provider agency.

Action Needed: Complete the Illinois – HHAeXchange Provider Enrollment Form

Click here to complete the form: Illinois – HHAeXchange Provider Enrollment Form

Selecting an EVV solution that fits your provider agency

This enrollment form is designed to capture information about your agency in order for HHAeXchange to collect and report EVV data for IL Department on Aging.

Your provider agency plays a vital role in the success of the state’s EVV program. As part of your participation with Illinois Department on Aging, you have two options to ensure EVV compliance:

  • Option 1 – Agencies currently without an EVV Solution: You can be set up to use the no-cost HHAeXchange EVV Portal for Personal Care Services.
  • Option 2 – Agencies currently using another 3rd Party EVV Solution: You can use your existing EVV system and import visit data into the HHAeXchange EVV Portal using Electronic Data Interchange (EDI).

Important Dates

EDI Provider Onboarding Webinars: Webinars have been cancelled and will be rescheduled at a later date

System User training: Webinars have been cancelled and will be rescheduled at a later date

Learning Management System Access: TBD

Getting Started Webinar – Webinars have been cancelled and will be rescheduled at a later date

Go-Live: November 1, 2024

HHAeXchange Overview

Information Sessions were held the week of April 8, 2024, for all providers to share key dates and details about the HHAeXchange EVV Portal implementation, including key workflow changes, system benefits, and next steps. Information Sessions were held jointly with DHS and all MCOs involved.

HHAeXchange hosted a series of in-person information sessions and virtual sessions.

Please find the recording and slidedeck here.

EDI Providers

Please refer to the EDI Process tab to review the Business Requirements Document as well as the Technical Specifications.

Services in Scope

Illinois Department on Aging
Service Code Description
S5130 Homemaker Service-15 Minutes

Electronic Visit Verification Solution for the Illinois Division of Developmental Disability (DDD)

HFS has partnered with HHAeXchange to help Illinois providers become compliant with state and federal Electronic Visit Verification (EVV) requirements and ensure a simplified, user-friendly, and seamless experience.

The first step will be to fill out the Provider Enrollment Form, linked below, to identify yourself as an Illinois provider agency.

Action Needed: Complete the Illinois – HHAeXchange Provider Enrollment Form

Click here to complete the form: Illinois – HHAeXchange Provider Enrollment Form

Selecting an EVV solution that fits your provider agency

This enrollment form is designed to capture information about your agency in order for HHAeXchange to collect and report EVV data for Illinois Division of Developmental Disabilities (DDD).

Your provider agency plays a vital role in the success of the state’s EVV program. As part of your participation with Illinois Division of Developmental Disabilities (DDD), you have two options to ensure EVV compliance:

  • Option 1 – Agencies currently without an EVV Solution: You can be set up to use the no-cost HHAeXchange EVV Portal for Homecare services.
  • Option 2 – Agencies currently using another 3rd Party EVV Solution: You can use your existing EVV system and import visit data into the HHAeXchange EVV Portal using Electronic Data Interchange (EDI).

Important Dates Illinois Division of Developmental Disabilities (DDD) Personal Care

  • Go-Live: September 1, 2023

HHAeXchange Overview

Information Sessions are being held for all providers to share key dates and details about the HHAeXchange EVV Portal implementation, including key workflow changes, system benefits, and next steps.

The recording and slide deck can be found below for Illinois DDD personal care services:

Go-Live Support Webinar for Illinois Division of Developmental Disabilities (DDD) Personal Care

The Go-Live Support Webinar was held for all in scope providers and covered the updates and changes related to the Illinois Implementation in the HHAeXchange system. The webinar sessions concluded on Thursday August 24, 2023. The recording and slide deck can be found below:

Recording | Slides

Upcoming Webinars

Please click here for Additional Training Webinars.

Use the Learning Management System (LMS):

Receive LMS Credentials from the HHAeXchange Onboarding Team and follow instructions to complete the courses and videos on a self-paced format to complete.

  • An email will be sent to the contact that completed the Cognito Survey
  • One Username will be sent for your Agency to use. Username can be distributed amongst all members of your agency to complete the assigned courses.
  • Login to the LMS website using the provided credentials in the email
  • Work on completing the courses by reviewing the information provided
  • Any updates made to the password should be distributed amongst all members who have access to the account
  • All providers can contact us by submitting a ticket via the Client Support Portal: https://www.hhaexchange.com/supportrequest

Visit the Learning Management System

EDI Providers

Please refer to the EDI Process tab to review the Business Requirements Document as well as the Technical Specifications.

Electronic Visit Verification Solution for the Illinois Home Health

HFS has partnered with HHAeXchange to help Illinois providers become compliant with state and federal Electronic Visit Verification (EVV) requirements and ensure a simplified, user-friendly, and seamless experience.

The first step will be to fill out the Provider Enrollment Form, linked below, to identify yourself as an Illinois provider agency.

Action Needed: Complete the Illinois – HHAeXchange Provider Enrollment Form

Click here to complete the form: Illinois – HHAeXchange Provider Enrollment Form

Selecting an EVV solution that fits your provider agency

This enrollment form is designed to capture information about your agency in order for HHAeXchange to collect and report EVV data for IL Home Health.

Your provider agency plays a vital role in the success of the state’s EVV program. As part of your participation with Illinois Home Health, you have two options to ensure EVV compliance:

  • Option 1 – Agencies currently without an EVV Solution: You can be set up to use the no-cost HHAeXchange EVV Portal for Homecare services.
  • Option 2 – Agencies currently using another 3rd Party EVV Solution: You can use your existing EVV system and import visit data into the HHAeXchange EVV Portal using Electronic Data Interchange (EDI).

Important Dates Illinois Home Health

  • Go-Live: December 31, 2023

HHAeXchange Overview

Information Sessions are being held for all providers to share key dates and details about the HHAeXchange EVV Portal implementation, including key workflow changes, system benefits, and next steps.

Please find the recording and slidedeck here

IHHC Home Health Webinar 

IHHC Home Health EVV webinar was held on 2/7/24. The recording and slide deck can be found below.

RecordingSlides

Go-Live Support Webinar for Illinois Home Health

The Go-Live Support Webinar was held for all in scope providers and covered the updates and changes related to the Illinois Implementation in the HHAeXchange system. The webinar sessions concluded on Thursday January 4th, 2024. The recording and slide deck can be found below:

Recording | Slides

Upcoming Webinars

Please click here for Additional Training Webinars.

Use the Learning Management System (LMS):

Receive LMS Credentials from the HHAeXchange Onboarding Team and follow instructions to complete the courses and videos on a self-paced format to complete.

  • An email will be sent to the contact that completed the Cognito Survey
  • One Username will be sent for your Agency to use. Username can be distributed amongst all members of your agency to complete the assigned courses.
  • Login to the LMS website using the provided credentials in the email
  • Work on completing the courses by reviewing the information provided
  • Any updates made to the password should be distributed amongst all members who have access to the account
  • All providers can contact us by submitting a ticket via the Client Support Portal: https://www.hhaexchange.com/supportrequest

Visit the Learning Management System

EDI Providers

Please refer to the EDI Process tab to review the Business Requirements Document as well as the Technical Specifications.

HHAeXchange is offered at no cost to the providers. However, we understand that providers may need to expend time and resources to implement a change this large in order to achieve compliance in partnership and cooperation with Illinois (IL). Here’s a look at some of the benefits you will get if you choose the no-cost HHAeXchange EVV Portal.

EVV

  • Participant Management
  • Mobile Application in Multiple Languages
  • Telephone Lines in English and Spanish
  • EVV options focused on Self-Direction
  • Clock-In / Clock-Out Exception Dashboard
  • Submission / Aggregation of EVV Data

Compliance

  • Plan of Care Adherence
  • Visit Confirmation Compliance
  • Visit Reporting

Purpose-Built for Self-Direction

  • Participant or employer review and approval of time worked

Illinois Department on Aging Upcoming Training

EDI Provider Onboarding Webinars: Webinars have been cancelled and will be rescheduled at a later date

System User training: Webinars have been cancelled and will be rescheduled at a later date

Getting Started Webinar – Webinars have been cancelled and will be rescheduled at a later date

Upcoming Webinars

Please click here for Additional Training Webinars.

Use the Learning Management System (LMS):

Receive LMS Credentials from the HHAeXchange Onboarding Team and follow instructions to complete the courses and videos on a self-paced format to complete.

  • An email will be sent to the contact that completed the Provider Enrollment Form
    • Illinois Department on Aging LMS Credentials – TBD 
  • One Username will be sent for your Agency to use. Username can be distributed amongst all members of your agency to complete the assigned courses.
  • Login to the LMS website using the provided credentials in the email
  • Work on completing the courses by reviewing the information provided
  • Any updates made to the password should be distributed amongst all members who have access to the account
  • All providers can contact us by submitting a ticket via the Client Support Portal: https://www.hhaexchange.com/supportrequest

Visit the Learning Management System

 

Electronic Data Interchange (EDI) Process

The EVV integration timeline is dependent on the 3rd party agency management system and other factors. While in the configuration process, you do not need to do anything further for EVV or data aggregation at this time aside from responding to vendor or HHAX requests for EDI linking. As long as EVV data is being captured, it will be transferred over for aggregation retroactively once linking is completed.

EDI Tip Sheet

EDI Overview (Integrating with a 3rd Party Agency Management System)

Note, this process applies specifically for providers that chose option 2, found on the “Overview” tab above.

Thank you for working with HHAeXchange on the Electronic Data Interchange (EDI) project for your agency. Below you will find information about the general requirements and steps to successfully integrate your 3rd Party Agency Management System with HHAeXchange. EDI providers will be required to comply with both the business requirements and technical specifications listed below. Upon review of the documents below, please contact HHAeXchange to begin the integration process.

Initial steps EDI providers should follow:

Please review and follow the steps below, (these steps are also found on the HHAeXchange Provider EDI Welcome Packet):

  1. Business Requirements Link
  2. Technical Specification document
  3. Authorization Specification
  4. Please follow these instructions in order for the EDI team to receive your file. Go to hhaexchange.com/supportrequest, from the support portal page please click on 3rd party integration support and submit a caregiver import request.

 Importing Caregivers into HHAeXchange 

(Note: This action is not required for agency providers using an EDI Import file to integrate with their 3rd Party Agency Management System). 

To assist organizations with a large census of Caregivers, HHAeXchange has created a Caregiver Bulk Import tool to expedite the entry process.CLICK HEREto access the Caregiver Bulk Import Process Guide, which provides instructions for how to: 

  • Access and Save the Caregiver Import Template 
  • Prepare the Caregiver import File for your Agency 
  • Follow instructions in order for the EDI team to receive your file. Go to hhaexchange.com/supportrequest. From the support portal page please click on Provider EDI Integrations and submit a caregiver import request. 

Training Opportunities for EDI Providers

EDI Onboarding Webinar for Illinois Department of Aging

EDI training for IL DOA is TBD. Please check back for registration after Information Sessions

EDI Onboarding Webinar for Illinois Home Health

Our EDI Onboarding Webinar has concluded. The recording and slide deck can be found below:

Recording | Slides

EDI Onboarding Webinar for Illinois DDD Personal Care

Our EDI Onboarding Webinar has concluded. The recording and slide deck can be found below:

Recording | Slides

Personal Care Services (PCS):

Individuals receiving personal support in the home through Illinois’ Home and Community Based Services (HCBS) waivers, This consists of services supporting Activities of Daily Living (ADLs), such as bathing, dressing, grooming, and meal preparation. Illinois’ (HCBS) waivers that fall under the PCS definition include:
Persons with Disabilities waiver
Brain Injury waiver
HIV/AIDS waiver
Elderly Waiver
Adults with Developmental Disabilities Waiver
Children and Young Adults with Developmental Disabilities Support Waiver

Illinois Department on Aging

Service Code Description
S5130 Homemaker Service-15 Minutes

Illinois Department of Human Services (DHS) – Division of Developmental Disabilities (DDD) Personal Care Services

Service Code Service Description
T1019 Personal Support
T1019:TU Personal Support (Overtime)
T2034 Personal Support (Crisis Funding)
T2023:TU Personal Support (Crisis Funding Overtime)

Home Health Care Services (HHCS): Individuals receiving home health services through the Medicaid State Plan, or authorized under a waiver, including the Medically Fragile Technology Dependent (MFTD) Waiver

Illinois Department of Healthcare and Family Services (HFS) – Medicaid State Plan Home Health

Service Code Description
T1002 Nursing RN – Agency Provider (MFTD waiver)
T1003 Nursing LPN – Agency Provider (MFTD waiver)
T1004:TU Home Health Aide Services – Agency Provider (MFTD waiver)
T1005:TD:TT Respite Nursing (MFTD waiver, LPN, RN providing service)
T1005:TE:TT Respite Nursing (MFTD waiver, LPN, RN providing service)
S5150 Respite Nursing (MFTD waiver, CNA providing service)
Illinois Department of Human Services (DHS) – Division of Developmental Disabilities (DDD)
Service Code Description
G0151 Physical therapy visit
G0152:U2 Occupational therapy evaluation
G0152 Occupational therapy
G0153 Speech therapy visit
T1002 Nursing RN – Agency Provider (Adult DD, DRS,  waivers)
T1003 Nursing LPN – Agency Provider (Adult DD, DRS, waivers)
Service Code Description
G0299:U2 Intermittent skilled nursing assessment visit.
G0299 Intermittent skilled nursing visit during the first 60 days following inpatient hospital discharge, if care is initiated within 14 days from the day of discharge.
G0299 Intermittent nursing visits not following a hospital stay or following the initial 60-day period.
G0300 Intermittent skilled nursing visit during the first 60 days following inpatient hospital discharge, if care is inititated within 14 days from the day of discharge.; Intermittent nursing visits not following a hospital stay or following the initial 60-day period.
G0156 Home health aide visit not following a hospital stay, or following the initial 60-day period; Home health aide visit during the first 60 days following inpatient hospital discharge, if care is initiated within 14 days from the day of discharge.
G0151:U2 Physical therapy evaluation
G0151 Physical therapy visit
G0152:U2 Occupational therapy evaluation
G0152 Occupational therapy
G0153:U2 Speech therapy evaluation
G0153 Speech therapy visit

 

Click here to review the detailed FAQ 2.0 document in regard to the Illinois Implementation.

What is HHAeXchange?

HHAeXchange is the premiere homecare management software solution for the Medicaid LTSS population. We act as the single source of truth in connecting payers, providers, and patients through our intuitive web-based platform, enabling unparalleled communication, transparency, and visibility.

What if we’d like to use HHAeXchange’s Payer-sponsored EVV System?

Great! If you’d like to use HHAeXchange’s Payer-sponsored EVV system ensure that you’ve completed the Illinois HHAeXchange provider enrollment form. The contact person listed in your response will be contacted by HHAeXchange to set up your agency for EVV.

What if we have an EVV System that we’d like to keep?

It’s simple to connect your existing EVV system to Illinois through the HHAeXchange Portal. Ensure that you’ve completed the Illinois HHAeXchange provider enrollment form, and the HHAeXchange Integrations Team will coordinate with you to create an interface to process your existing EVV visits and claims. EDI Process Guides can be found in the EDI Process tab, above.

Can I schedule my caregivers through the HHAeXchange Portal?

Yes. You’ll be able to schedule your caregivers through the HHAeXchange Portal either by creating schedules based on the authorization provided by the payer, or through automatic creation of schedules based on EVV data imported into the HHAeXchange Portal from your 3rd party EVV system.

How will I be trained on the HHAeXchange Portal?

Please see the Training tab, above.

Can I Import and Export data into the HHAeXchange Portal?

Please see the EDI Process tab, above.

All providers can use our Client Support Portal to find answers to questions and create support requests or reach out to HHAeXchange at [email protected]

If you need to contact someone directly for Department on Aging, please email [email protected]

If you need to contact someone directly from DHS-DDD, please email [email protected].

If you need to contact someone directly for Home Health, please email [email protected].